Working as a team: seats, roles and who can see what

One person tracking bills is a list. Several people tracking bills for the same clients is a workspace, and the questions that come with it are all versions of "who can see this".

Seats

Your plan sets how many people can be in the workspace. Standard is one seat, Pro is three, and Enterprise carries the seat count in your contract. Adding somebody past your seat count does not silently downgrade them: the Team panel tells you who is over the limit, so you choose who keeps a seat rather than finding out from a colleague who lost access.

Inviting somebody

Team → Invite takes an email address. They do not need an account first: the invitation reaches the address, and creating an account from that link puts them straight in the workspace. Invitations expire after 14 days.

Roles

Three, and they are about administering the workspace rather than about any one list:

• Owner: the person the billing belongs to. One per workspace.
• Admin: can invite, remove, change permissions and administer everybody's lists. Grantable; the owner is always one.
• Member: everybody else.

What a member can see

Underneath the roles, each person has three switches on the Team panel:

• See the team's lists: on by default
• Edit the team's lists: off by default
• See the team's calendars: off by default

These are per person, not one setting for the whole workspace, so an analyst who should read everything and change nothing is a normal configuration rather than an exception you have to remember.

Sharing one list

A list can also be shared directly, which is how somebody outside the workspace gets access to one account without seeing the rest:

• Can edit: add and remove bills, set positions
• View only: read it, keep their own alerts, change nothing

The Shared with panel on each list card shows everyone who has access and where that access comes from. Somebody reaching the list through the workspace is marked Team; removing that does not lock them out, it just returns them to whatever the team default gives them.

You also choose what travels with a shared list: notes, positions and whip counts each share separately. Turn one off and it stays private to whoever wrote it.

Handing a list over

When somebody changes accounts or leaves, Make owner on their row in the Shared with panel transfers the list. The new owner can rename, recolour and delete it; you keep access as an editor, and only they can transfer it back.

Ownership can only move inside your workspace. A list carries a client's bills, notes and positions, and moving it to an outside address would be an export rather than a permission change.

Last updated September 2, 2026.